Displays

Display selection requires matching the average distance participants will sit from the display. The following table shows display sizes and typical viewing distances assuming a 16:9 aspect ratio.

Do not purchase displays that are significantly larger than the sizes recommended above. Unnecessarily large displays result in worse viewer experiences than displays that are a little undersized. Appia recommends HD LCD TVs from Samsung at either 720p or 1080p.

Furniture

Appia offers conference room furniture at reasonable prices. The furniture is available in cherry, maple or mahogany finishes.

Conference Room Set Up

Virtually any room can be used for video conferencing. The most important factors are:

• Lighting
• Décor
• Acoustics
• Layout

Lighting

Lighting is the most important factor to consider.

The best lighting is diffuse fluorescent, because it is important to minimize shadows and to create an evenly lit environment. To maximize the appearance of skin tones and to minimize shadows, use lights with a color of 3500 Kelvin and ensure illumination of participants' faces are between 500 and 700 lux (vertical). Do not use low energy fluorescent lights that operate between 30 and 50 kHz.

To eliminate shadows, use a lighting arrangement ratio of 60% ceiling and 40% wall lighting (wall lighting should be indirect). The key is to equalize the available light on the participants, while eliminating shadows, dark backgrounds, and bright spots in the center of the conference table.

Ideally, the room should not have any exterior windows. If it does, they need to be covered with room darkening drapery or blinds.

Decor

The best décor is plain and simple. Keep the area within the camera's view uncluttered and as free as possible of extraneous objects (e.g., mirrors, artwork, plants, and fans).
The best wall color is a neutral non-white color, such as light grey, light blue, or beige. Avoid wall treatments with patterns.

Acoustics

One item of particular concern is reverberation, which is the effect of sound reflecting off hard surfaces. The best way to minimize reverberation is to coat floors, ceilings, and walls with sound absorbing material.

It is important to isolate the room from external noise sources such as fans, duct work from heating and cooling systems, water pipes, office machines, telephones, and street noise. A Noise Criteria rating of 35 should be met.

Microphone placement is also an important influence on audio quality. The first microphone needs to be installed so that it is at least six feet from the system speakers; the second microphone should be placed ten feet from the first one. A microphone cannot be farther than seven feet from a speaking participant to ensure maximum audio quality and no more than three microphones can be used in a room.

Room Layout

The conference table must be "U" or "V" shaped to ensure equal access to the camera for each participant. There cannot be more than 25 feet from the lens of the camera to the farthest participant to ensure visibility. The rear wall of the room cannot be more than 40 feet from the lens of the camera. The seating must be laid out so that all participants can be seen in the camera's field of view.

Presenters

Clothing should be in pale warm or neutral colors that do not have a high degree of contrast in comparison to human skin tones. Very dark clothing absorbs light and creates an unattractive image of the speaker, while white clothing can "glare" under the lights. It is advised to avoid bold, busy patterns, bright colors, shiny (reflective) fabrics, and bright and/or large jewelry.